Poorly executed online meetings and conference calls are not only embarrassing, but they can cost a business money in wasted man-hours, increased consultancy fees when lawyers and accountants are dialled-in, and worst of all, lost contracts, and new business. Within this article we will reveal each one and how to avoid them.
Doubtless, you won’t have to think too far back to remember the last time a technical glitch resulted in a late start, lengthy interruption, or even a cancelled meeting.
Zoom audio issues, Zoom connection issues, Zoom video not working…these and many other issues cause countless hours of frustration to attendees each week. Furthermore, when so much is riding on the outcome of an important meeting, setting up and logging into an online meeting can induce genuine feelings of stress and anxiety for the organizer.
You may even be suffering from ‘Zoom-fatigue,’ but like it or not, online meetings, are here to stay as they play an increasingly vital role in business communications. Online meetings bring multiple stakeholders together in one mutually convenient location and the resulting reduced business costs for small businesses is vital.
Below are the Top 5 Mistakes to be aware of, along with some advice on how to best prevent tech-gremlins from interrupting your online meetings.
Mistake #1 - Failure to test equipment before an online meeting
A quick check to determine that all cables and devices are properly connected is such a basic, yet quick and vital thing to do in advance of joining an online meeting. Also, Zoom, MS Teams, and WebEx all have clickable links that provide an opportunity to check both audio and video, which takes a matter of seconds and ensures that you don’t suffer the embarrassment of being silent or a black screen.
Mistake #2 - Using an unfamiliar computer
As with any tech, a new computer, laptop, or tablet can take a while to operate proficiently. Hardware features differ slightly from make and model, and even the smallest difference to what you are used to could put you on the back foot whilst in the middle of an important call. Try logging into your meeting in advance to familiarize yourself with where the features appear on your screen, where your camera is positioned, and what is viewable in your background.
Mistake #3 - Using a new headset
You may look professional with your brand-new headset, but failure to test connectivity and audio features may soon have you looking foolish and feeling embarrassed. Also, not all headsets have mic’s, some don’t drown out background noise, while others are too big or just plain uncomfortable. Do your research before you buy a new headset and if need be, place a few calls to your friends or family first, as it is far better to iron out issues before something comes up in the middle of a new business pitch.
Mistake #4 - Poor internet connection
There’s no anxiety like “Your connection is unstable” notification during an important meeting. You’re mind races with thoughts such as “how much did I miss of what they said?”, “what ridiculous face did my face freeze in?” or “is that frown on my client’s face because of what I just said?”. You’re forced ask your client to repeat an important point or question – or worse, they miss something, and the resulting miscommunication can have devastating results. Internet issues tend to be more prevalent when logging in from home as most connections are inferior to those in offices. Bad Wi-Fi connections or an unstable VPN are very common causes for MS Teams, WebEx, and Zoom issues too. There are several ways to mitigate the risk of poor connection. You should begin by asking your fellow housemates to stay offline during the call. Then look to update your router firmware, place it in the optimal location, close off your open network, or buy a new router.
Mistake #5 - Not updating app software
Have you ever gone to click on a link to an online meeting and a screen pops up to tell you that you must have the latest version of the software to join the meeting? Or what about successfully joining a meeting only to discover your screen is black because you are running an old version of the software? As with any piece of communications software, Zoom and all other online meeting platforms regularly release updates. These include product and security features, so to maximise performance and functionality it is always advisable to update to the latest release.
The above advice will in part help to reduce the likelihood of error-strewn online meetings, however, there is a simple way to guarantee that your meetings run smoothly and that your reputation remains intact.
Pacific Telecom Consulting is a specialist IT consultancy that offers customized partially and fully hosted solutions to support small businesses in facilitating anxiety-free professional meetings, mediations, and online training programs.
We oversee every aspect from meeting set-up, to in-call tech support and rapid troubleshooting resolution. We are experts in Zoom, MS Teams, and WebEx platforms.
Impress your clients with an outstanding online meeting experience by allowing us to seamlessly set up and run the technology while you deliver your content and convert new business.
So don’t leave these things to chance, give us a call on 778-989-8049 or message us to find out how Pacific Telecom Consulting can support your small business.
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